Project Specialist

Project Specialist Position Overview

Serve as the primary coordinator for contractor invoicing, billing processes, City Works issue resolution, and administrative project support.

Under administrative direction, is responsible for assisting with duties related to completion of projects, programs, or initiatives for a City division or department. Serves as the specialist to the supervisor or manager of projects, programs or initiatives. Provide administrative support, schedule meetings and ensure deadlines are met. Assist in creating schedules, timelines, and maintain project budgets. Provides reports, presentations, communications and correspondence as required.

Performs other related duties as required.

High School Diploma or GED required. Associate or Bachelor's Degree from an accredited two year or four-year college or university in Business or Public Administration, Social Sciences, or closely related field preferred. One year of full-time paid experience in government or private industry required. Substitution:
Completion of a fellowship program, apprentice program, or other similar program; OR completion of a certification program, i.e., Project Management, Human Resources, etc. Must be able to lift and carry thirty (30) pounds. Valid State of Ohio Driver's License or State-issued identification card. Must be proficient utilizing all Microsoft Office products.

• Review contractor invoices for accuracy and completeness.
• Resolve invoice discrepancies, corrections, and billing concerns.
• Coordinate directly with contractors regarding invoicing issues.
• Monitor invoice completion status and work order readiness.
• Ensure timely invoice processing and payment.
• Troubleshoot City Works issues and coordinate system improvements.
• Support Data Entry Specialists during invoice processing and closure.
• Verify that QA-approved invoices are properly closed in City Works.
• Route finalized invoices through the administrative review process.
• Maintain strong relationships with contractors, and vendors.
• Track billing issues and facilitate resolution.
• Support special projects and process improvement initiatives.
• Assist with KPI tracking, project coordination, and administrative follow-up.
• Employee training development and orientation.

The City's guiding principles are as follows:
Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.